Add or edit a customer
Create a customer by hand or update an existing one — name, contact details, tags, notes and custom fields.
Most customers create themselves — a row appears whenever someone books, orders from a QR code, or collects an order. You add or edit a customer by hand when you want to put someone in before they've ordered, or to add details the system can't capture on its own, like a phone number, a tag, a note or a custom field.
CRM must be switched on for your account. If you don't see Add customer, see Set up CRM for your account.
How to reach the form
- To add someone new: on Customers, click Add customer (top right).
- To edit someone: open their detail page (click their name or row in the list) and click Edit.
It's the same form either way — the only difference is whether it starts blank or pre-filled.
The fields
- 1
Name (required)
The only field you must fill in. It's the customer's display name and the key used to match duplicates, so use the name you'll recognise them by. Up to 120 characters.
- 2
First and last name (optional)
Leave these blank and they're filled in for you from Name when you save (split on the first space) — handy for syncing to HubSpot or Salesforce. Set them yourself if the automatic split would get it wrong (for example a two-word first name). Up to 60 characters each.
- 3
Email and phone (optional)
Both optional, but email matters: bookings and gift cards are linked to a customer by matching email, so a customer with no email won't show their bookings or gift cards on their profile.
- 4
Tags (optional)
Pick from your own tag list — "student", "regular", "press". Choose one from the dropdown; click the × on a chip to remove it. You set the list up on Customer tags, which is what stops two people inventing "VIP" and "vip" and splitting the same guest in two.
Tags you typed in by hand before the list existed are still there and still work — nothing was changed or removed. Add them to your tag list with the same wording and they'll join up automatically.
Allergies and dietary needs don't go here. Add those as a custom field marked Safety alert (step 6) — a tag never reaches the kitchen, and a safety alert shows on the kitchen ticket, the till and the diary.
- 5
Notes (optional)
A free-text box for anything you want to remember — up to 4,000 characters. It shows on their profile, and front-of-house staff also see it as Profile note on this guest's bookings: in the diary, on the front-of-house screen and on the till. Change it here and their bookings show the new note.
- 6
Custom fields (if you have any)
Any fields you've created appear in a Custom fields section at the bottom, one input each. How you fill each one depends on its type — see Custom fields.
A Multiple choice field (the type an allergen field uses) gives you a tick list rather than a text box: open Choose from the list and tick what applies, or tap No allergies / None of these to record that you asked and the answer was none. Those are different answers — leaving it alone records nothing at all.
Saving
Click Add customer (new) or Save changes (edit) at the bottom. You're taken to the customer's detail page, where your changes are shown.
Note
Adding a customer with the same name + email + phone as one that already exists isn't blocked at the form, but the same triple can't be stored twice — use the existing record instead. Two people can share an email or phone as long as their names differ. See the FAQ.
Add by hand vs let it auto-create
- Auto-create handles the common case: someone books or orders and a record appears, deduplicated for you.
- Add a customer is for putting someone in ahead of time, or recording a walk-up who gave you their details but hasn't ordered through a tracked channel.
- Edit is for fixing or enriching any record — add a phone number, a tag, a note, or fill in a custom field.